New User Guide for Time Matters and Billing Matters 11.0

Transcription

1 New User Guide for Time Matters and Billing Matters 11.0

2 Copyright and Trademark Notice LexisNexis, the Knowledge Burst logo, Lexis, lexis.com, Shepard's, Shepardize, martindale.com and Martindale-Hubbell are registered trademarks and Shepard's Link is a trademark of Reed Elsevier Properties Inc., used under license. Time Matters is a registered trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies. Copyright 2011 LexisNexis, a division of Reed Elsevier Inc. All rights reserved. No part of this Application, Help Systems, Manuals, or related materials may be reproduced, transcribed, stored in any retrieval system, or translated into any language by any means without prior written permission of LexisNexis. Further, all users of the Application are governed by the License Agreement and Limited Warranty. Use of the Application acknowledges acceptance of License Agreement and Limited Warranty. LexisNexis 2000 Regency Parkway Suite 600 Cary, North Carolina USA North America: Outside North America: Fax: Printed in the United States of America Rev

3 Table of Contents Getting Started... 5 What s in this Guide?... 5 Overview of Time Matters... 5 Starting the Application... 6 Getting Around in the Application... 7 Entering Initial Data...8 Shortcuts and Hot Keys Common Tasks Creating Contacts Creating Matters Creating Events Creating ToDo s Creating Phone Records Creating s Your Database Record Lists Record Forms Searching for the Information You Need Managing Your Schedule Events and ToDo s Calendar Overview Alerts, Reminders, Watches Journals Overview of s Creating New s Versions Importing s Searches Table of Contents 3

4 Communications Messenger Phone Calls Mail In/Out List News Reader Online Research Conducting LexisNexis Research Billing Activating Basic Billing Rates and Rate Tables Program Level Billing Options Payment Terms Bill Messages...59 Billing Preferences Using Basic Billing Reports Reports Print to PDF & RTF Time Matters Mobility Overview of Mobility Connecting to the Web Site Using the Interface Working with Contacts Working with Matters Working with Time/Expense Glossary Index Table of Contents

5 Getting Started This chapter introduces LexisNexis Time Matters and describes how to start the application and navigate its features. In This Chapter What s in this Guide?... 5 Overview of Time Matters... 5 Starting the Application... 6 Using Training Mode to Practice... 6 Getting Around in the Application... 7 Screen Elements... 7 Navigators... 8 Entering Initial Data... 8 Shortcuts and Hot Keys What s in this Guide? The New User Guide introduces you to basic features of Time Matters and explains how to perform common everyday tasks. This is a good place to start if you haven t used Time Matters before. For information on customizing the application and using advanced features, please refer to the Time Matters online Help. You can open the Help by clicking the Help buttons ( or ), or by pressing F1 on any screen. Overview of Time Matters Time Matters helps you manage and organize your day-to-day information and documents. It features centralized scheduling, document management, global search capability, and more. Time Matters consists of one or more computers running the application and connecting to a shared database on your network. You can also use Time Matters on laptop computers. The application uses a database stored locally on the laptop whenever the laptop is not connected to your firm s network. Periodically, you will connect the laptop to your firm s network and synchronize the information you have entered in the laptop s database with the information in the main Time Matters database that is shared by all users. This ensures that all users of Time Matters have access to up-to-date information. Getting Started Getting Started Getting Started Getting Started Getting Started What s in this Guide? 5

6 Getting Started Getting Started Getting Started Getting Started Getting Started Starting the Application Use either of the following methods to start Time Matters: On the Windows Start menu, go to All Programs > LexisNexis > Time Matters Double-click the Time Matters 11.0 shortcut icon on your Windows desktop. When the Time Matters login screen opens, type your user ID and password in the corresponding fields and click OK. The application will open, displaying the initial screens that are selected for your user account. These may include a Tips screen, a screen of Alerts and Reminders about upcoming events and tasks, and the Navigator window. (These elements are described in later sections of this guide.) The screens that appear when you start Time Matters are customizable. For instructions on customizing these and other options for your user account, refer to the Time Matters Help file. Using Training Mode to Practice You can use Time Matters in either Normal mode or Training mode. Training mode uses a separate database and lets you practice using the program without affecting your real data. Normal Mode Accesses your main database containing real data Is used for daily work, entering and modifying real data, and making customizations Training Mode Accesses a tutorial database with sample data Is used to train new users and try out application features and settings without affecting real data Always use Normal Mode to enter real data or to make customizations that will be used. Do not enter real data in Training Mode. To Start the Application in Training Mode On the Windows Start menu, go to All Programs > LexisNexis > Training Mode - Time Matters There is a default login used for Training Mode: TM is the user name TM is the password After you enter this login, you will be asked whether you want to update the sample data. This option simply adjusts the dates of many sample records so that they reflect the current date. It is a good idea to log in using Training Mode as you go through this guide, and practice using the features described in it. 6 Starting the Application

7 Getting Around in the Application When you start the application, the screen will look similar to the following: Program Title Bar Main Menu Bar Main Toolbar Navigator Window Getting Started Screen Elements Program Title Bar The program title bar shows the application version you are using and the description of the File Locations file. The title bar also shows which database you are using, such as the tutorial database used in Training Mode or your Main Office database. Main Menu Bar The main menu bar is located immediately below the program title bar, at the top of the screen. Some menus are only available when a list is open. Status Line Main Toolbar Below the main menu bar is the main toolbar. The toolbar buttons open application features directly without the need to navigate through menus. Status Line At the bottom of the screen is the status line. It displays the open database, the current user, and the time and date. It also shows the number of records displaying on lists when records are tagged. Getting Started Getting Started Getting Started Getting Started Getting Around in the Application 7

8 Getting Started Getting Started Getting Started Getting Started Getting Started Navigators Use navigators to access many application features from one convenient location. Each navigator includes a set of buttons connected to related tasks. Multiple navigators for different sets of tasks are accessible from the main Navigator screen. To Display the Navigator Screen On the View menu, click Navigator -or- Press the hot key CTRL+N Entering Initial Data Your Time Matters administrator should set up user accounts, Staff members, and security settings before the application comes into general use at your firm. After those administrative settings are made, you should begin entering data into the program. The following is the recommended order for doing so. Following this order can save you some time. Recommended Order For Initial Data Entry 1. Create Classification Codes: go to File > Setup > Codes > Classification Codes. (Classification Codes are optional, but useful for categorizing your records. See the application Help file for instructions on setting them up.) 2. Create Contacts: click Contact or go to Database > Contact List > All Contacts. Entering Contacts before Matters makes it easier to create Matters later on, because much of the Matter form can be completed automatically by selecting an existing Contact. 3. Create Matters: click Matter or go to Database > Matter List > All Matters. 4. Create Events and ToDo s: go to Calendar > Event List > All Events; go to Calendar > ToDo List > All ToDo s. If your firm is registered or subscribes to multiple Jurisdictions, the first time you open the Navigator, you will be prompted to choose a jurisdiction or practice area from the Navigator Choice screen. Afterwards, you can change the active jurisdiction or practice area by clicking the Jurisdiction button in the top-right corner of the Navigator window. Without an Internet connection, many of the LexisNexis Total Practice Advantage navigator features will not be available. Establish an Internet connection, and continue. 8 Entering Initial Data

9 The Navigator tabs on the left let you select which navigator you want to use. Different navigators may be available depending on the active jurisdiction or practice area. Task Buttons Task buttons either link directly to Time Matters program features or open a set of options in the Tasks and Sources lists. Tasks and Sources Most options on the Tasks list are focused searches for content on lexis.com and will require a lexis.com ID and password. These searches have been predefined to save you extra steps and get you to the content you want more quickly. When you click a link in the Tasks list, your default Internet browser opens, displaying either the desired content or a guided search form. Click a link on the Sources list to browse content on lexis.com or to choose a source to search. As with the Tasks list, access to some of the Sources will also require a lexis.com ID and password. Your Internet browser opens, displaying the desired content or a guided search form. The Sources list is useful when you need a broader initial scope than the well-defined searches in the Tasks list. Common Navigators The navigator set that displays in the Navigator window depends on the active jurisdiction or practice area. The following navigators are common to many jurisdictions and practice areas. Navigator Everyday Tasks Draft a Description View calendars, Contacts and Matters, ToDo s, billing items, and other info and features you need on a daily basis. Create documents based on model docs and forms. Access thousands of state-specific litigation forms, or search your internal firm database for forms. Navigator Legal Research Investigate Discovery Client Development Training & Support My Navigator Description Find information related to your task by searching case law, statutes, agency decisions, court rules, practice guides, law reviews, and much more. Sources include state and federal sources, as well as links to other states content. Locate people, businesses, assets, records, and news. Sources include state and national public records, jury verdicts, settlement reports, directories of experts, and more. Research discovery in your state, find state-specific forms, calendar discovery events, and manage exhibits and records. Sources include LexisNexis Practice Guides, Moore s Federal Practice, Matthew Bender publications, Mealey s Litigation Reports, state cases, statutes and rules, and various law reviews and journals. Market your firm and manage clients. Link to Martindale-Hubbell to market your practice, create strategic profiles of potential clients, and set up alerts to inform you of client news coverage or litigation activities. Contact Customer Support, provide product feedback, and obtain product training and literature. A customizable navigator that gives you a convenient way to group sets of commonly used application features (all of your favorite buttons) and access them all from a single location. Quick Search and martindale.com Lawyer Locator The Quick Search and the martindale.com Lawyer Locator expandable search boxes appear on the left side of the main Navigator window. Use Quick Search when you already know the citation of the case you want to research. Use the martindale.com Lawyer Locator when you know the name of the lawyer or law firm you want to research. Getting Started Getting Started Getting Started Getting Started Getting Started Entering Initial Data 9

10 Getting Started Getting Started Getting Started Getting Started Getting Started The Quick Search options correspond to search options available on lexis.com, which requires a lexis.com ID and password: Shepardize use Shepard s Citations Service to validate a case and report other cases that have cited it. Get & Print retrieve and print legal document citations. Get a Case retrieve an individual legal document by specific citation. In the martindale.com Lawyer Locator box, type the name of a lawyer or firm in the fields and click Search. Your Internet browser will display search results on the martindale.com Web site. Shortcuts and Hot Keys Time Matters uses standard shortcut keys for Windows-based applications, such as CTRL+C and CTRL+V to copy and paste in text fields. TAB advances the cursor to the next position, and SHIFT+TAB returns to the previous position. Time Matters also has its own shortcut keys to allow fast keystroke-based navigation. List Hot Keys Keyword CTRL+K Find (search Calendar and List text) CTRL+F Tag highlighted record SHIFT+T Tag record (QuickPik disabled) T Untag highlighted record SHIFT+U Untag record (QuickPik disabled) U Tag all records in List CTRL+T Untag all records in List CTRL+U Add Record INSERT Delete current DELETE Change current ENTER Move highlight bar to top of List Home Move highlight bar to bottom of List End Move to next page of records on List Page Down Move to the previous page on a List Page Up Move to the beginning of the List CTRL+Page Up Move to the end of the List CTRL+Page Down Alarm (Event or ToDo List) CTRL+A Event (open) F3 ToDo (open) F4 Contact (open) F5 Matter (open) F6 Note (open) F7 Phone Call (open) F8 (open) F9 (open) F11 Personal Inbox CTRL+I Billing (open) F12 Invoice List ALT+F12 Review List (open) ALT+SHIFT+R Triggers CTRL+SHIFT+G Calendar Hot Keys Daily (open) Weekly (open) Personal Journal (open) Contact Journal (open) Matter Journal (open) Reference Calendar (open) Expanded Mode Show Hidden Alarm CTRL+F3 ALT+F3 CTRL+J SHIFT+F5 SHIFT+F6 ALT+F2 CTRL+E CTRL+H CTRL+A 10 Shortcuts and Hot Keys

11 Record Hot Keys Contact (open) Matter (open) Event (open) ToDo (open) Custom Form (open) Note (open) Phone Call (open) (open) (open) Mail (open) Web (open) Outline (open) Billing (open) Spell Check Next Record Previous Record Dial Phone AutoEntry Form Triggers Print Lookup (in a field) Other Hot Keys Program Level Setup User Level Setup Workstation Level Setup Navigator Help Combined Search (in a List) Copy to Clipboard RSS News Reader Paste from Clipboard Find (search Calendar and List text) Date Calculator Timer Control Messenger Window Send Message In / Out List Tip of the Day (next tip) Tip of the Day (close screen) Exit CTRL+SHIFT+C CTRL+SHIFT+A CTRL+SHIFT+V CTRL+SHIFT+T CTRL+SHIFT+F CTRL+SHIFT+N CTRL+SHIFT+P CTRL+SHIFT+D CTRL+SHIFT+E CTRL+SHIFT+L CTRL+SHIFT+W CTRL+SHIFT+O CTRL+SHIFT+B CTRL+K CTRL+> CTRL+< CTRL+D CTRL+A CTRL+G CTRL+P F2 ALT+SHIFT+P ALT+SHIFT+U ALT+SHIFT+W CTRL+N F1 F2 CTRL+C ALT+SHIFT+N CTRL+V CTRL+F SHIFT+F2 ALT+F10 CTRL+M CTRL+SHIFT+M ALT+SHIFT+L ALT+N ALT+C ALT+F4 Getting Started Getting Started Getting Started Getting Started Getting Started Shortcuts and Hot Keys 11

12 Getting Started Getting Started Getting Started Getting Started Getting Started 12 Shortcuts and Hot Keys

13 Common Tasks This section provides quick instructions on how to perform some of the most common tasks in Time Matters, such as creating Contacts and Matters. Note: Some of these procedures assume that your Time Matters administrator has set up certain features of the product, such as integration with your office telephone system and Formattable Clipboard templates. In This Chapter Creating Contacts Creating Matters Creating Events Creating ToDo s Creating Phone Records Creating s Creating Contacts The Contact record stores addresses, phone numbers and other contact information, as well as listing other records in your database that are linked to the Contact. Create a Contact record for any organization or person you have information about, such as clients, attorneys, judges, and businesses. Your Contact list is like an electronic address book or card index. You can create a new Contact record using any of the following methods: Click the Add button on the Contact list toolbar. Click the File menu, point to New Record, and click Contact. Press the hot key CTRL+SHIFT+C. By default, the New Contact Intake wizard appears whenever you perform one of these actions. The wizard presents several of the most commonly used data fields on the Contact form. If the wizard has been disabled, then performing one of these actions opens the full Contact form instead. The New Contact Intake wizard Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Contacts 13

14 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Tabbed pages Full Name/ Org Name The first thing is to decide whether the Contact is a person or an organization. If you are in the New Contact Intake wizard, select the Person or Organization option button. If you are on the Contact form, click the button beside the top left field to toggle the label between Full Name (for a person) and Org Name (for an organization). You do not need to enter any information other than the Contact s name before you complete the wizard or save and close the Contact form. You can open the Contact again later to add more information. The next step is to complete the Code field by choosing a Classification Code for the Contact. These codes describe different categories of Contacts, such as clients, attorneys, accountants, or corporations. If the Contact is a client, for example, you would select Client in the Code field. Depending on how Time Matters is customized for your office, the Classification Code you select might change the labels of data fields or even make a different selection of fields available. This is why it is best to select a Classification Code before completing the rest of the New Contact Intake wizard or the Contact form. Top section of the Contact form Classification Code Enter the information you have for the Contact on the remaining screens of the New Contact Intake wizard or on the Primary, Secondary and Additional tabs of the Contact form. Most of the time, you only need to use fields on the Primary tab of the form. Some fields have Lookup buttons ( ) beside them. You can click the button to open a list of possible field values. For example, you can click the Lookup button beside the Staff field to view a list of Staff members. You can also use this feature to select more than one Staff for the record. When you are finished entering information, click the Save button to close the wizard, or click the Save & Close button to close the Contact form. 14 Creating Contacts

15 Creating Matters Create a Matter record whenever you need to collect and record information about a new case, project, or job that you perform for a client. The Matter record stores information about all the parties involved in the Matter and provides lists of other records linked to the Matter. Because a majority of the information in a Matter record is about the parties involved in the Matter, it is often easiest to create Contact records for those people and organizations before creating the Matter. You can create a new Matter record using any of the following methods: Click the Add button on the Matter list toolbar. Click the File menu, point to New Record, and click Matter. Press the hot key CTRL+SHIFT+A. By default, the New Matter Intake wizard appears whenever you perform one of these actions. The wizard presents several of the most commonly used data fields on the Matter form. If the wizard has been disabled, then performing one of these actions opens the full Matter form instead. The New Matter Intake wizard The only field you are required to complete when creating a new Matter is the MatterRef field. Type a name for the Matter in this field. Your office might have a standard naming convention for Matters, which you should follow whenever applicable. The next step is to complete the Code field by choosing a Classification Code for the Matter. These codes describe different categories of Matters, such as civil cases, bankruptcy cases, and real estate cases. If you are representing the plaintiff in a personal injury case, for example, you would select PI Plaintiff in the Code field. Depending on your office s customizations, the Classification Code you select might change the labels of data fields or make a different selection of fields available. This is why it is best to select a Classification Code before completing the rest of the New Matter Intake wizard or the Matter form. Complete as many fields as possible on the remaining screens of the New Matter Intake wizard or on the Matter form. Most of the time, you only need to use fields on the Primary tab of the form. You can save and close the Matter form without completing it. You can open the Matter again later to add more information. Some fields have Lookup buttons ( ) beside them. You can click the button to open a list of possible field values. For example, you can click the Lookup button beside the Staff field to view a list of Staff members. You can also use this feature to select more than one Staff for the record. If a field asks for the name of a person involved in the Matter, click the Lookup button beside the field to select that person from your Contact list. Often, this completes other fields with information about the selected Contact. The Lookup button changes its appearance to a double arrow ( ) to indicate that the Contact in the field is related to the Matter. When you are finished entering information, click the Save button to close the wizard, or click the Save & Close button to close the Matter form. Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Matters 15

16 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Events You can create and manage Events on the Calendar just as you can on a record list. Changes to Events that you make on the Calendar are reflected on the Event record list, and vice versa. Quick Entry The Quick Entry feature is a convenient way to add simple appointments to the Daily Calendar. To add an appointment using Quick Entry, just click a time slot on the Daily Calendar and begin typing a short description of the appointment. The Quick Entry screen opens to allow you to add a memo and select a Classification Code that describes the appointment. Click OK when you are finished. Quick Entry creates an Event record on the Calendar. You can double-click this Event to open it and add more information if you need to. Event Form The Quick Entry screen For most appointments, you need to fill out an Event form with details on the purpose of the appointment and its participants. To open an Event form from the Calendar, first display the date of the appointment on the Calendar by selecting that date on the Reference Calendar or the GoTo field. Then click the day (and time, if using the Daily Calendar) and press INSERT or click the Add button on the Calendar toolbar. If you are on the Weekly or Monthly Calendar, you will be asked whether you want to create an Event or a ToDo. Select Event and click OK. The only fields you are required to complete on the Event form are the Date, Time, and Description fields. The Duration field (to the right of the Time field) automatically displays the number of hours represented by the start and end time you enter. The Time field accepts abbreviations. For example, you can type 11a-130p and when you leave the field, it will change to display 11:00am-1:30pm. Often, an Event will be related to a Contact or Matter in your database. Click the Lookup button beside the Regarding fields to select from a list of Contacts or Matters. When you are finished entering information, click Save & Close to close the Event form. The Event appears on the Calendar and the Events list. After creating an appointment, you can modify the Event s time or duration on the Daily Calendar. To change an Event s time, place the cursor over the bar on the left edge of the Event, click and hold the mouse button, and drag the Event to the desired time slot. To change an Event s duration, place the cursor over the lower edge of the Event, click and hold the mouse button, and drag the edge to the desired end time for the Event. An Event on the Daily Calendar 16 Creating Events

17 Creating ToDo s ToDo's and Events are similar. The main difference is that ToDo's are Date specific, whereas Events are Date and Time specific. Typically, ToDo's are tasks that must be completed on or by a specific date but not by a particular time on that date. These tasks can be writing a letter, completing a form, etc. On Daily and Multi-Day calendars, ToDo's are displayed at the bottom of the screen in an area below the Events area. On Weekly and Monthly calendars, ToDo's are displayed in a list together with Events that are scheduled for the same day. To open a ToDo form from the Calendar, select the date of the ToDo on the Reference Calendar or type it in the GoTo field. Click the date (click inside the ToDo area if you are on the Daily Calendar) and press INSERT or click the Add button ( ) on the Calendar toolbar. If you are on the Weekly or Monthly Calendar, you will be asked whether you want to create an Event or a ToDo. Select ToDo and click OK. The only fields you are required to complete on the ToDo form are the Date field and the Description field. The Date field should contain the date by which the task must be completed. When you are finished entering information, click Save & Close to close the ToDo form. The ToDo appears on the Calendar and the ToDo s list. Reminders Reminders are important for keeping track of ToDo deadlines. In the Reminders field on the ToDo form, type the number of days before the due date that you want a reminder to appear on the Alerts, Reminders and Watches screen. For example if you type 3, a reminder will appear 3 days before the ToDo s due date. You can also type number ranges, such as 5-1 (the larger number must always be first), to have a reminder appear on each of the 5 days before the date of the ToDo. Separate multiple entries in the Reminders field with commas. For example: 21,14,7-1. Reminders field Marking the ToDo Done Follow check box Selecting the Done check box on the ToDo form indicates that the task the ToDo represents has been completed. You can also mark a ToDo as Done from the Calendar by right-clicking the ToDo and selecting Mark as Done from the options menu. The Done check box interacts with the Follow check box on the ToDo form. When Follow is selected, if the ToDo is not marked Done by the time its due date arrives, the Date field will automatically advance on each successive day until the ToDo is marked Done. This keeps the ToDo on your calendar and on the Alerts, Reminders and Watches screen until it is marked Done. Alerts, Reminders and Watches screen Done check box Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating ToDo s 17

18 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Phone Records Create Phone Call records to keep track of both outgoing and incoming calls. To create a Phone Call record, click the Add button on the Phone Call record list, or press the hot key CTRL+SHIFT+P. The Phone Call form opens. The only fields you are required to complete on the Phone Call form are the Date and Time fields, which are completed automatically with the current date and time when you open the form. In the In From / Out To field, click the field label button to toggle the label between In From and Out To, depending on whether you are making a phone call or receiving one. Click the Lookup button ( ) beside the field to select from your list of Contacts the person from whom the call was received or to whom it is being made. Information from the selected Contact record is used to complete the Regarding field and Phone number fields automatically. Detail of the Phone Call record form When you are finished entering information, click Save & Close to close the Phone call form. Timing Phone Calls You can set up Phone Call records so that the Timer starts automatically when you create a new Phone Call. On the Forms tab of User Level Setup, select Phone Calls in the drop-down list and click Set Form Options. The User Form Options screen opens. Click the Timer tab and select the option to start the timer when the form is opened in Add mode. Using the Dialer Some record form fields are set up to hold phone numbers. Click the action button ( ) beside a phone number field on any record form to open the Dialer screen. If Time Matters integration with your phone system has been set up, you can use the Dialer to dial a number on your telephone. Before you click the Dial button, select the dialing options you want. Select Open Phone Call or Open Note to open a Phone Call or Note form when you begin dialing. Select Start Timer if you want the Timer to start automatically when you begin dialing. Alternatively, you can click the Timer button to open the Timer manually. The Dialer screen 18 Creating Phone Records

19 Creating s Time Matters provides several ways to create a record and associate it with a file or document. You can begin with an existing file or document and create a record for it, or use document automation features like the Formattable Clipboard to author a new document and create a record at the same time. Adding an Existing to the Time Matters Database There are several ways to create a record for an existing file or document. The simplest methods are to use the TM Save and Send to Time Matters features. TM Save The TM Save button appears on the toolbar of your word processor or other application. It is available in the following applications: Word 2003, 2007, and 2010 WordPerfect X3, X4, and X5 Excel 2003, 2007, and 2010 PowerPoint 2003, 2007, and 2010 Adobe Acrobat 8, 9, and X Internet Explorer 7, 8, and 9 Mozilla Firefox 3.5 If the TM Save button does not appear on the toolbar of your application and is not an available option when customizing the application toolbar, ask your administrator to install TM Save. To use TM Save, simply open a document in a supported application and click the TM Save button on the application toolbar. Time Matters will open if it is not already running (possibly requiring you to log in). A Form opens with the file name already filled in. Complete the rest of the form and click Save and Close. Send to Time Matters In Windows Explorer, locate the file(s) for which you want to create records. Select one or more files and right-click a selected file to open the options menu. Point to Send To and select Time Matters Time Matters will open if it is not already running (possibly requiring you to log in). The Create Profile Records screen opens. Select whether you want to preview each record as it is created, and select entries that are common to all the records you are creating. For example, if all the records are medical records for a single case assigned to a particular Staff member, you could select the Medical Records Classification Code in the Code field, the Staff member assigned to the case in the Staff field, and the Client and Matter name for the case in those respective fields. Click OK to create the records with the settings you have chosen. The Create Profile screen Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating s 19

20 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating a New Using the Formattable Clipboard The Formattable Clipboard lets you copy data from multiple fields of a record at one time, and paste it into a document using a predefined layout. You select the record to copy and the template that defines the layout and formatting you want to use. To Create a New Using the Formattable Clipboard 1. On the list, click the Add button to open a new form. 2. In area 4 of the form, make sure the Clipboard button is selected. 3. Click Data Source. 4. On the Select Record Type drop-down list, select the type of record whose data will be used to create the document. 5. Click the Add button. A list of records of the selected type opens. Select the record(s) whose data will be used to create the document and click OK. 6. Click Template. The Template tab is divided into two lists. The left list shows document templates used as a basis for the new document. The right list shows Formattable Clipboard templates used to copy specific information from the record you selected as the Data Source. 7. Select a document template in the left list and a Formattable Clipboard template in the right list. 8. Click the Create button. 9. If you are prompted to enter information for the template you selected, do so and click OK. 10.A new blank document will open in the program associated with the template you selected. 11.Press CTRL+V to paste the information that was copied to your Windows Clipboard. 12.Complete the document and save it. Creating a New Version of an Existing You can manage multiple versions of a document using a single record in Time Matters. Just open the record and use the New Version feature whenever you want to create a new version of the document. To Create a New Version of an Existing 1. On the list, open a record. 2. In area 4 of the form, click the Existing button. The bottom area of the record form displays information about the current version of the document: its size and the date and time of the most recent version. Note: You can view a list of previous versions of the document by clicking the Versions button. 3. Click the New Version button. The current version of the document opens in the program associated with the document s file type. 4. Make the desired changes to the document. Save and close the document when you are finished. 5. In Time Matters, save and close the record form. The next time the record is opened, it will show your updated version of the document as the current version. Detail of Area 4 of the form 20 Creating s

21 Your Database Time Matters presents your Contacts, Matters, and other information in the form of lists and records. This chapter describes how to use lists and records to view the information you need. It also describes how to use several program features that make it easier to work with records. In This Chapter Record Lists Displaying Main Record Lists Elements of a Main Record List Common List Controls Record Forms Records by Type Related Records Archived Records Searching for the Information You Need List Searches Combined Search Custom Search Global Search (Conflict of Interest) Record Lists The main record lists are the starting point for locating, viewing, and managing records. The Contact list, for example, lets you view, add, and update Contact records. Displaying Main Record Lists You can open a main record list by clicking the corresponding button on the main toolbar or by pressing the list s hot key: List Type Hot Key List Type Hot Key Event F3 Phone Call F8 ToDo F4 F9 Contact F5 F11 Matter F6 Billing F12 Note F7 You can also open a list using options on the main menu bar. Many record lists are accessible from the Database menu, but Event and ToDo lists are on the Calendar menu, and other record lists are located on other menus. Elements of a Main Record List Although you can customize the appearance of the main record lists, the default appearance of a list commonly includes these elements. Table of Records The main area of the list shows records in a table. Each column of the table displays a piece of information from the record. For example, the Last and First columns on the Contacts list show the last name and first name, respectively, of each Contact. If you double-click a Contact in the list to open the Contact record, you will see that the information on the list comes from fields on the record form. Each column matches a particular field. Record Lists 21

22 Task Panel Quick Tabs Listed records Column labels List title bar List toolbar Power View Task Panel The Task Panel appears on the left side of main record lists and provides convenient one-click access to various program features. Clicking an item on the Task Panel opens the related feature. Time Matters automatically groups Task Panel controls of similar types into collapsible boxes. All controls that open record lists, for example, are grouped into the "Navigate" box. List Toolbar Buttons on the list toolbar access program features. Most buttons perform an action on the record(s) you have highlighted on the list. Power View The Power View area lets you preview details of the record currently selected on the list without having to open the record form. The various Power Views show information from different record fields. All record types provide the Form View and the Summary View. Contact and Matter records include additional views. Quick Tabs A Quick Tab is basically a saved search that you can apply at any time to filter the records in a list. For example, the Contacts list might have a Quick Tab set up to display only Contacts that are classified as Clients and are assigned to you. You might name the tab My Clients. You can select a Quick Tab on the Task Panel, in the collapsible box labeled Quick Tabs. You can also customize the record list to display Quick Tabs along the top. Common List Controls All lists have some fields and controls in common. Changing the Sort Order of a List Click a column label to sort the list by that field. Click the column label a second time to change the sort order from ascending to descending (alphabetically or numerically, depending on the field type). Pop-Up Menus Right-click a record on a list to open a pop-up menu. Add, Change, and Delete are always available. Other available commands vary by list. 22 Record Lists

23 List Search Box By default, the first item on a list toolbar is a search box. To perform a simple text search of the record list, type text into this field and then exit the field by pressing TAB or clicking elsewhere on the list. The list will be filtered to display only records in which the search text was found. Cancel the filter by clicking the Search button on the toolbar. Common Symbols A symbol within a record entry on a list indicate that a record has a special status. The following table lists the symbol characters used and what each symbol indicates. Symbol Indicates Events have a time conflict. Appears in the! Time/Dur column. Event or ToDo is the Master (or Parent) Record in a record Group. Appears in the day of week column. Event or ToDo is a Grouped (or Child). Record in record Group. Appears in the day of week column. Record is part of a Schedule Chain. Appears in the day column. Record has an Alarm set. Appears in Alarm column. Event or ToDo has been Billed. To show this symbol, go to File > Setup > General > $ Program Level > Lists and select the Show $ in Status Field check box. Appears in the status column. Specified Related Record. Appears before ~ record information on the Related tab of an open record. Common Buttons on List Toolbars Although toolbar buttons may vary from list to list and are also customizable, the buttons in the following table are common to most list toolbars. Button Description Add Record: Opens a blank form to create a new record. Change Record: Opens the completed form to view or edit the record. Delete Record: Deletes selected record. Search Records: Opens the Search Criteria screen. Click the binoculars to open the default Search type; click the down arrow for other search options. Process Records: Processes tagged records. Clicking the button opens the default Process. Clicking the down arrow shows other Process options. Dial Phone: Opens the Dialer to dial any phone number in a selected record. Print Records: Prints a report using tagged records or a report set up in the Report Specifications screen. Tag All / Untag All: Tag all or untag all records in a list. You can also click the list and press CTRL+T to tag all or CTRL+U to untag all. Copy to Clipboard: Copies the tagged records into the Windows Clipboard using a Formattable Clipboard template. Copy Record: Copies the selected record to a new record. Bill Tagged Records: Open a Billing Item record for each tagged record. Properties: Displays information about a record: when it was created, who created it, if it is linked to another record, etc. Record Lists 23

24 Record Forms Forms are a collection of entry fields where the information for one record is entered. While each record type has its own unique entry fields, there is similarity in how the forms themselves work. Double-click a record on a list to open the record form, or highlight the record and click the Change button on the list toolbar. To open a new, blank record form, click the Add button on the list toolbar. Record forms are divided into different areas, each containing a set of related data fields. Area 1, at the top of the form, always includes fields to name the record, to assign Staff members to the record, and to assign a Classification Code to the record. Other areas contain user-customizable fields to collect the data your office requires. Field labels appear to the left of a field. Form toolbar Fields That Link to Other Records You can link record forms to each other to simplify data entry. A Contact or Matter field on the main record forms has a Lookup button to the right of the field. When a Contact or Matter is selected from the Lookup list, the field and related fields such as address and phone number are completed automatically. If the Lookup button beside a field shows a double arrow ( ), that field is linked to another record. When a linked Contact or Matter record changes, the information is updated on every form to which that record is linked. Deleting the contents of the Contact or Matter field used to set up the link unlinks the records. Form tabs Lookup buttons Almost all the fields on record forms are customizable. 24 Record Forms

25 Form Tabs Use form tabs to select different sets of information on a form. In the portion of the form below Area 1, each tab displays additional data fields or sublists of records that are related to the current record. Primary Tab All records have a Primary tab that includes the field information and the memo field. Area 1 (top) is the information most commonly used. The fields in this area form the basic structure of the application, and have limited customization. Areas 2 and 3 can be either Address fields or userdefinable fields. Areas 4 and 5 are user-definable fields and Area 6 is typically the Memo field. The first user field in Area 5 of Contact and Matter forms is the linking field to Billing programs. The field label changes depending on the Billing Option selected. Secondary and Additional Tabs Contact and Matter forms have Secondary and Additional tabs. These each contain six areas that can contain name, address, and phone number sections or other user-definable fields. Related Tab This tab shows all records related to the current record. Some records are related by sharing the same Staff, or the same Contact or Matter in the Regarding field, while others have user-specified relationships. Time Matters 11.0 with Total Practice Advantage - New User Guide Other Tabs Each of the remaining tabs (Custom, Notes, s, Phone, , Mail, Lexis, Outline, and Billing) displays related records of a particular type. These records might be related to the current record by sharing the same Staff or the same Contact or Matter in the Regarding field, or they might have user-specified relationships. Some form tabs might not be enabled on your record forms. Refer to the online Help for instructions on enabling form tabs. Records by Type The main record types are Contacts, Matters, Events and ToDo s. The supporting record types are Notes, Custom Forms, s, Phone Calls, s, Mail, Outlines, Web (Lexis), Billing Item records, and User Defined records. The following sections explain each record type. Contacts The Contact record is the basis of client relations management. This form is used to collect information about a person, organization, or business. Any piece of information collected about this entity appears somewhere on this form. Click the label of the first field to toggle between Full Name and Org Name. Full Name is used to gather data for a person, and Org Name is used for an entity such as a business. To create a new Contact record, click Add on the Contact list or press CTRL+SHIFT+C. If the New Contact Intake wizard is enabled, the wizard opens; otherwise the Contact form opens. Matters Depending on options set up at the Program Level, the Matter record may be an Engagement, Matter, Project, Order, Case, Account or Job. In this guide, Matter is used to refer to all terms. The record form stores all information about a Matter in one place so that anything regarding the Matter can be found quickly. By linking other records to the form, all Phone Calls, Notes, Events, ToDo s, etc., that are related to this Matter can be easily found. Record Forms 25

26 The Matter form has a unique area called the Caption Area. This area is optionally displayed using the View menu on the form. Use this area to type a larger description of a Matter. To create a new Matter record, click Add on the Matter list or press CTRL+SHIFT+A. If the New Matter Intake wizard is enabled, the wizard opens; otherwise a Matter form opens. Events Events are meetings, conferences, or any appointment occurring at a particular time and date. (Events are similar to ToDo s, but an Event has both a time and a date; ToDo s are date-based only.) Events and ToDo s both appear on the Daily Calendar, and track the tasks completed each day. To create a new Event record, click Add on the Event list or press CTRL+SHIFT+V. ToDo s ToDo s are tasks that must be completed on or by a date, but not by a particular time on that date. These tasks can be writing a letter, doing research, etc. ToDo s, in combination with Event records, keep track of the tasks completed each day. These records are often used to create Billing Records. To create a new ToDo record, click Add on the ToDo list or press CTRL+SHIFT+T. Custom Forms Custom Forms are records created using Custom Form templates that have been previously created. These templates contain user-designed fields that store data for which the standard complement of record fields does not suffice. Area 4 of the Custom Form is used to select a template. The fields from the selected template appear on the record form and can be used like any other field on the record. After entering data, do not change the template or the data will be lost. To create a new Custom Form record, click Add on the Custom Form list or press CTRL+SHIFT+F. Notes The Note form is used as a notepad, to gather information in Rich Text Format instead of in field format. For example, a note may be a lengthy description of a meeting or an extensive note taken during a phone call. Area 5 of the Note form is used to enter and customize the note. The toolbar includes standard text formatting options and a spell checker. The Note area can be expanded using the Expand button to the right of the formatting bar. Notes can be up to 32,000 characters in length (about 7-8 pages depending on font and spacing). To create a new Note record, click Add on the Note list or press CTRL+SHIFT+N. s The form contains information about a document (letters, spreadsheets, images, etc.) and a path to that document. This form is the primary place for document generation to begin. To create a new record, click Add on the list or press CTRL+SHIFT+D. Phone Calls The Phone Call form is used to track information about outgoing or incoming phone calls. If the form is used for recording a message of a phone call for another user, the user can be notified through the Messaging system. To create a new Phone record, click Add on the Phone Call list or press CTRL+SHIFT+P. 26 Record Forms

27 The form is used to compose new messages. Files can be attached to the using the Attachments button. If you receive from a person not on the Contact list, you can open the and press CTRL+SHIFT+C to create a new Contact record that has the person s full name and address automatically filled in. You can also create a new Event or ToDo from an open record, by pressing CTRL+SHIFT+V for an Event or CTRL+SHIFT+T for a ToDo. The new record will have the s subject in its Description field, and the body of the in its Memo area. To create a new record, click Add on the list or press CTRL+SHIFT+E. Mail The Mail form gathers information about physical mail sent or received via the Postal Service, FedEx, UPS, a courier service, etc. Only Time and Date are required fields. In Area 2, click the upper left button to toggle its label between To and From. The fields in Area 2 record either To and From information, depending on the button s state. To create a new Mail record, click Add on the Mail list or press CTRL+SHIFT+L. Web/LexisNexis This form collects and stores information found on the Internet. Use the buttons in Area 4 to change the layout and size of the bottom part of the form. This area can contain the Web site and a memo field. It also maintains a history of browsing and searches. Go to View > Research Bar on a Web/ Lexis form to access additional research tools. To create a new Web/Lexis Research record, click Add on the Web/Lexis Research list or press CTRL+SHIFT+W. You can also create a Web/Lexis Research record by clicking the TM Save button on your Web browser toolbar. Billing Item Forms This form collects information about Expenses or Time spent for a Contact or Matter. For time entries, complete the Time and Duration fields. To track expenses, complete the Quantity and Amount fields. The form changes depending on which billing application is linked to. To create a new Billing record, click Add on the Billing list or press CTRL+SHIFT+B. Outlines An Outline represents the breakdown of projects into smaller tasks, each of which can be associated with a record, such as an Event or a ToDo. To create a new Outline record, click Add on the Outline list or press CTRL+SHIFT+O. User Defined You can define up to five custom record types to meet the individual needs of your organization. These records can be date-based or name-based. Examples of date-based records include Deadlines, Statutes of Limitations, and Service Calls. Examples of name-based records include Assets, Actors, and Investments. To set up User Defined record types, go to the Lists tab of Program Level Setup and click the User Defined button. See the online Help for additional information on User Defined records. Record Forms 27